Virtual Assistant Invoice Template

A virtual assistant invoice documents remote administrative services including task management, email handling, scheduling, research, and specialized projects. Generate professional VA invoices with NetInvoice's free template for virtual administrative work.

Why this invoice template matters

Virtual assistant work is diverse and intangible, making detailed time tracking essential. Clear invoices show exactly what tasks were performed, how much time each took, and demonstrate the value VAs provide. Breaking down email management versus research versus scheduling helps clients understand where their time investment goes and justifies retainer pricing for ongoing support.

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Example line items

DescriptionQtyUnitUnit PriceTotal
Email management and inbox organization5hours$35.00$175.00
Calendar scheduling and meeting coordination3hours$35.00$105.00
Research and data compilation4hours$40.00$160.00
Social media post scheduling2hours$35.00$70.00
Travel arrangements and itinerary1.5hours$35.00$52.50
Document formatting and organization2hours$35.00$70.00
Total:$632.50

Common invoice notes

  • Monthly retainer: 20 hours included, 17.5 hours used this month.
  • 2.5 hours remaining in current billing period.
  • Retainer renews on the 1st of each month.

How to create this invoice

  1. 1Track all tasks performed with detailed descriptions.
  2. 2Break down hours by task category (email, scheduling, research).
  3. 3List any specialized projects separately from routine tasks.
  4. 4Track retainer hours used versus total included.
  5. 5Document software subscriptions or tools used if billing separately.
  6. 6Note peak vs off-peak hours if using tiered pricing.
  7. 7Set clear expectations for retainer renewal and rollover.

Frequently Asked Questions

How do virtual assistants charge for services?
VAs charge hourly ($25-$75/hr depending on experience and specialization) or monthly retainers for set hours (20 hours/month for $600-$1,200). Specialized skills like bookkeeping or tech support command higher rates.
Should VA invoices break down tasks by type?
Yes, categorize hours by task type (email, scheduling, research, etc). This shows clients where time goes and helps identify which services they use most.
How do VAs handle retainer hours that aren't used?
Clearly state rollover policy on invoices. Common options: hours expire monthly, allow 5-hour rollover, or convert unused hours to lower rate. Always track used vs remaining hours.
Should virtual assistants charge different rates for different tasks?
You can use tiered pricing: basic admin ($25-$35/hr), specialized work like bookkeeping ($40-$60/hr), or rush jobs ($50-$75/hr). Show rate clearly for each task category.

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